Revised: 08/22/2017
Go to Activities>>Applicant Master
This program is used to enter and maintain Applicant records, perform rent calculations, create and print 50058 forms, assign waiting lists to applicants, and other applicant functions.
See Also:
The following programs are available under Quick Links:
Filters Status - Select one of the following options
Create 50058 Record - this program will not be available if the applicant file is in "Read Only" mode.
Unlock Applicant File - this program is only available when the applicant's file is "Read Only"
Lock Applicant File - this program is only available when the applicant's file is in "Edit Mode"
To see help file information on programs available under the Household Composition Quick Link menu click here.
The Application For is assigned based on the program the applicant is applying for. For example, an application for Public Housing or Section 8. The Application For option must be chosen when entering a new applicant or searching for an existing applicant. See Application For Master for more information.
Note: Some Housing Authorities may only use one Application For code for all applicants.
The Application For may be set to a default in Waiting List Settings.
A unique tracking number is assigned to every applicant in the Waiting List.
Information regarding the Applicant's files may be displayed in this area.
When entering a new applicant, the number may be auto-assigned by the computer or manually assigned by a user, dependent upon the Last Tracking Number setup in the Application For Master. If your system is setup to allow manual entry of tracking numbers, enter a unique tracking number for a new applicant. Otherwise allow the system to assign the tracking number.
1. Auto-assigned = Press the tab key to skip to the next text box. A number will fill in based on the last tracking number used
2. Manually assigned = Click in the text box to activate and type in the appropriate number.
For an existing applicant, enter or select the tracking number. If you do not know the tracking number you may use the Last Name field to locate the applicant.
If "Enhanced Edit Mode" is checked in Waiting List Settings, then the applicant file will open in "Read Only" mode. When unlocked, the file will display "Edit Mode" in the header.
When a file is unlocked, users will be asked to select a Tracking Code and/or enter a modified description
The file will automatically return to "Read Only"
when a Save and clear is done
when the file is closed
after a 50058 has been created without errors
"Read Only" mode
"Edit Mode"
For a new applicant, enter their last name in this field.
For an existing applicant, this field may be used to locate an applicant by entering or selecting the last name. The information in this field may be edited.
If an existing applicant has been selected, their last name will appear in this field.
NOTE: If the head of household's name changes, the name must be changed in this field as well as in Household Composition.
For a new applicant enter their first name in this field.
For an existing applicant the first name will be displayed in this field. The name may be edited.
NOTE: If the head of household changes, the name must be changed in this field as well as in Household Composition.
For a new applicant, enter their middle name in this field.
For an existing applicant the middle name or initial will be displayed in this field if it has been previously entered. The middle name may be edited.
NOTE: If the head of household's name changes, the name must be changed here as well as in Household Composition.
This area is updated by the system after information has been entered for the applicant.
For an existing applicant, this area displays the following information:
Gross Income
Family income limit status
Total Tenant Payment (TTP)
Tax Credit Income Percentage
The families gross income is displayed in this field. This information is pulled from income information entered for the family.
Displays one of the following, based upon where the families gross income falls within the income limits setup in the software.
Over - applicant is over the income limits - When an applicant is over income a popup will be displayed stating that the applicant is over income.
L -Low Income – The total annual income of the household does not exceed 80% of the median family income for the area as determined by HUD with adjustments for smaller or larger families.
VL - Very Low Income – The total annual income of the household does not exceed 50% of the median family income for the area as determined by HUD with adjustments for smaller or larger families.
EL - Extremely Low Income – The total annual income of the household does not exceed 30% of the median family income for the area as determined by HUD with adjustments for smaller or larger families.
Stands for the Total Tenant Payment and is the portion of the total unit rent that will be paid by the applicant. The TTP will automatically fill in when the applicant’s income information is recorded in the Household Composition Screen and a Rent Calculation is performed.
The TTP is determined by the greater amount of one of the following:
30% of the monthly adjusted income, 10% of monthly gross income, welfare rent, or $25 of the minimum rent.
Displays the tax credit income percentage for applicants on a tax credit waiting list.
Note: The Waiting List and County Code must be setup/linked for the percentage to be displayed.
Applicant Master tabs
The Applicant Master Screen is separated into thirteen tabs which can be accessed by clicking on the tab pages.
This is the current status of the applicant in terms of being Active on the Waiting List, Housed to one of the selected housing options, Inactive on the Waiting List, Ineligible to be placed on a Waiting List, or Withdrawn from the Waiting List.
Select one of the following:
Active
Housed
Inactive
Ineligible
Withdrawn
This is the date the applicant was placed on the Waiting list.
When entering a new applicant, the date will default to the current date which may be changed when applicable.
For an existing applicant, the date of the original application will be displayed. The date displayed may be changed if needed.
This information should reflect the time the applicant was entered onto the waiting list.
When entering a new applicant, the time will default to the current time but may be edited.
For an existing applicant, the time of the original application will be displayed. The time may be changed.
Users may enter the date the applicant was Contacted.
Check this box to indicate that Household Composition information will not be entered for the applicant at this time.
When checked, the Family Size and Dependents fields will open to allow entry of the information. Rent calculation is not pulled from the income / asset/ deduction information, instead the rent calculation figures need to be added manually in the rent calculation program.
Displays the number of dependants in the Family.
This field is updated by the program for each dependant household member entered and made active/inactive in Household Composition (field may not be updated until a save is preformed and file is reopened). When the Preliminary field is checked this field will be available for manual entry.
Enter the number of bedrooms requested by the applicant.
Click the Add to Lists button to begin the process of adding the applicant to one or several waiting lists for the desired bedroom size. Once the appropriate waiting lists have been selected and the "Add" button has been clicked, the selected waiting lists will appear in the grid at the bottom of the Applicant Master Screen. The cancel button may be used to close the window without adding the applicant to a waiting list.
See: Add Applicant to Waiting List(s) for more information
View, enter or select a Caseworker for the Applicant
This window is in the middle of the Applicant Master Screen and displays information for the head of household and other members of the household that have been entered in the Household Composition program. It shows the Member Number, member’s Status, Name, Relation to the head, Sex, Age, Date of Birth, and Social Security number. Scroll bars to the right and at the bottom enable viewing of all information. Click here for information on Household Composition.
Double clicking on any of the members listed in this screen will open the Applicant Household Composition program. In Applicant Household Composition member information may be edited and new members added.
If no members are displayed in the grid the Household Composition program must be accessed through the Applicant Master>>Quick Link menu.
Enter a brief note regarding the applicant. The note field is an available variable that may be added to merge templates for forms and letters.
The grid displays the waiting list(s) the applicant has been added to. Although information may be updated within the grid, it is preferable to do so through Add an Action Item on the Actions tab. Lists may be deleted from the grid by highlighting one of the waiting list's fields in the grid and clicking the Delete button in the menu across the top of the view. The information box should read "Delete this Line? Yes or No. If it reads "delete this record" do not click Yes.
Waiting Lists are added with the Add to Lists button directly above the grid.
Displays the applicant's numeric position on the waiting list(s). A zero is displayed if the "Calculate Waiting List Positions" program has not been run since the applicant was entered.
When an applicant is withdrawn from a list, the position number will be reset to zero for that list.
Displays preference tracking information for the waiting list.
Displays the waiting list code(s) the applicant is on. The button in the header will open a browse of available waiting list(s).
Displays the description for the displayed waiting list code.
Displays the applicant's preference for each waiting list. Click on the word Rank (header) to activate a drop down arrow and select an appropriate ranking from the list of the following:
None
1st
2nd
3rd
4th
5th
6th
N/A - Lists that are made ineligible or withdrawn using Add Action Item are ranked as N/A and moved to the bottom of the grid.
Can be setup in Waiting List Settings to default to Pending when lists are added to the grid. Click on the field to activate the drop down arrow and select a status for the list from the following options:
Active/Eligible
Pending (position will be zero and the applicant will not show on the waiting list)
Housed
Withdrawn (position will be changed to zero)
Inactive
Ineligible
Note: If a list is not Active/Eligible it will not be available when transferring an applicant and will not show on some lists/reports.
Displays the bedroom size. Each waiting list in the grid may have different bedroom sizes selected.
Displays the Effective Date. When an effective date is changed in the grid, a confirmation box will be displayed asking the user to confirm Yes or No for the change.
Displays the original application time entered on the main applicant view.
May be setup in Waiting List Settings to default to Verification Pending.
Dependant upon how the program is setup, this field may be updated when an Action is entered. Clicking in the field activates the ability to view and/or select from the following list:
Verification Pending
Owes Money
Criminal Check
Complete
Waiting on Voucher
Issued (Voucher)
Expired (Voucher)
Public Housing
Port Out
Enter or select a date for the Cstatus if applicable. When the CStatus is Issued (Voucher), the date will be used as the effective date on a type 10 "Issuance of Voucher (VO only)" 50058.
If a voucher has been assigned to a Section 8 applicant, it will be displayed in this field. A voucher number may be selected for the line by clicking on the header which will open the voucher browser. Select a project and a voucher number and click OK.
One of the following informational banners will be displayed when an applicant has been issued a voucher.
A yellow "Voucher issued" banner will display the date issued and expiration date
A red "Voucher issued" banner will display the date issued and the date the voucher Expired
Displays the applicable class for the waiting list(s). Clicking on the button activates a drop down menu showing all classes available.
Displays the description for the selected class.
Displays the applicant's tracking number.
Displays or allows entry of comments.
When a Section 8 waiting list has a CStatus of Issued (Voucher) and has not yet expired, a flag/banner will be displayed at the bottom of the Applicant Master in yellow showing the date the voucher will expire:
When a Section 8 waiting list has a CStatus of Issued (Voucher) and the Voucher issued date is over the expiration or extension period setup in Waiting List Settings a flag/banner will be displayed at the bottom of the Applicant Master as shown below:
Press the Expanded List View button to open the Waiting List Viewer. This program shows a greater amount of information than is available on the Main tab.
Enter or edit the applicant's current address information and mailing information if different than their current address on this page.
Displays or allows entry of the applicant's current address in the address, city, state, zip code and phone number fields.
Fields for entering address information:
Address 1
Address 2
City (information may be pulled in using the zip code field)
State (state may be automatically filled in using the zip code field)
Zip Code
Phone Number
Phone 2 and Description
Select a description for phone 2 from the following:
Cellular
Home
Office
Pager
If there is no second phone, these fields may be left blank.
Displays or allows entry of the amount of time the applicant lived at the current address.
Displays or allows entry/editing of the applicant's current rent.
Displays or allows entry of the number of bedrooms the applicant has at their current address.
Displays or allows entry of a mailing address for the applicant in the appropriate fields. If the applicant receives mail at the current address that is already entered, leave these fields blank.
The mailing address will be updated to the unit address when an applicant is transferred to Tenant Management or Section 8.
Enter the following mailing address information if applicable:
Address 1
Address 2
City (may automatically fill in based on zip code entered)
State (may automatically fill in based on zip code entered)
Displays or allows entry of the applicant's current landlord name, address, city, state, zip code and phone number.
The following fields are available for Landlord information:
Landlord Name
Address1
Address2
City (may automatically fill in based on zip code entered)
State (may automatically fill in based on zip code entered)
Zip Code
Phone Number
Displays and allows entry of additional information on the applicant and the household that will print on the 50058 HUD form under Section 4 Background at Admission.
No weighted preferences with regards to waiting list position. Check an admission code; if none apply, leave the boxes unchecked. The admissions codes are as follows:
Homeless at Admission - check this box if the applicant was without a home at the time of admission
Min Rent Exemption - check this box if the applicant will not pay the minimum rent due to hardships. This information does not print on the 50058 form but appears on the rent calculation and will be included.
Does Family Qualify for Admission over the VL Income Limit - check this box to indicate the family qualified for the program even though their income exceeds the very low income limit.
Continuously Assisted under 1937 Housing Act - Check this box to indicate that the household is assisted by another housing program at the time of application.
HUD Approved Income Targeting Disregard - only applies to Welfare to Work households. HUD needs to approve the household to be disregarded in voucher count.
Preference Controls are setup and maintained by users in Maintain>>Waiting List Tables>>Application For Master. If no preferences have been setup, this area of the program will be blank. Up to 12 preferences may be displayed.
Checkmark preferences shown that apply to the applicant.
Used if household is seeking housing due to an unforeseen circumstance at their current unit. One of the following may be chosen from the drop down box or the field can be left as Undefined.
Select one of the following:
Governmental Action
Natural Disaster
Not Applicable
Not Displaced
Private Action
Displays or allows entry of the date the applicant previously applied for placement on the waiting list.
Displays or allows selection of the appropriate county from the drop down menu. If no County Codes are listed you may leave this field blank.
County Codes are setup and maintained by the user in the County Master program.
Pertains to the citizenship status of the household. Found on the 50058 under Family Subsidy Status Codes on Section 3 Household.
If a default code has been setup in the settings file, it will be displayed here. If no code is displayed or if the code shown is not appropriate, select one of the following from the drop down menu:
Citizen - Rule does not apply - select this option when all members of the household are U.S. citizens.
Continuation of Full Assistance - click this option if the household has eligible and ineligible members otherwise known as a Mixed Family. This option appears as a C in field 3u on the 50058 form.
Eligible for Full Assistance - click this option if the entire household has documentation of citizenship, national status or eligible immigration status. This option appears as an E in field 3u on the 50058 form.
Eligible for Full Assistance pending Verification - click this option if the family has provided citizenship or immigration documentation and is waiting for USCIS verification in reference to their ineligible non-citizen status. This option appears as an F in field 3u.on the 50058 form.
Prorated Assistance - click this option if one or more members do not provide documentation of citizenship or immigration status. An assistance amount is based on the number of members who provide t his documentation. This option appears as a P in field 3u on the 50058 form.
The date the family originally qualified for the continuation of full assistance. Only applies to continuation of full assistance households. Leave the date blank if the applicant does not have "Continuation of full Assistance" selected.
Check Requested Accessibility, if applicable.
Available Reasons (should only be checked if Requested Accessibility has been checked):
Vision
Hearing
Mobility
Displays or allows entry of the following previous address information:
Address
City
State
Displays or allows entry of how long the applicant lived at the previous address.
Displays or allows entry of the number of bedrooms for the previous address.
Displays or allows entry of the amount of rent paid at the previous address.
Displays or allows entry of the following information regarding the applicant's previous address:
Landlord Name
Address
City
State
Phone Number
Place a check in the box if the applicant reports that he/she has participated in a public housing program in the past.
If the "Has applicant ever lived in public housing before" has been checked, fill in the following information:
HA Name (housing authority name)
Address
City
State
Phone Number
Enter how long the applicant participated in the previous housing authority program.
Displays or allows entry of the following information for up to 3 references the applicant has provided:
Name
Type/Relation
Address
Phone Number
City
State
Displays or allows entry of the following emergency contact information:
Name
Address 1
Address 2
City
State
Note
Displays or allows entry of the following information:
Doctor - and doctors phone number
Ambul - and ambulance phone number
Hospital - and hospital phone number
Minister - and minister's phone number
Place a check mark in the box if the applicant has pets.
Enter information regarding the applicant's pet in the text box.
For example:
Toy poodle, pit bull, cat.
Enter the following information on lines provided for up to two vehicles. These fields are optional and may be left blank.
Enter the household composition member number of the person owning the vehicle.
Enter the make of the vehicle. For example: Ford, Chevy, or Volkswagon.
Enter the model of the vehicle. For example: Tarus, Impala, Beetle.
Enter the year the vehicle was built.
Enter the license number of the vehicle.
Enter the registration number for the vehicle.
This area stores tracking information of changes and actions taken in the applicant's file. Tracking items cannot be edited or deleted once they are in the grid.
Tracking occurs for some of the following:
Unlocking the file - when using Enhanced Edit Mode
Changing names, mailing address, status, waiting list information, preferences
Changes made to income, assets or deductions
Printing letters or forms that have been setup with a Tracking Code in Applicant Merge Form Setup
The tracking grid stores the following information for changes or actions taken:
Date
Time
Desctirption
User ID
For some tracked items, further detail will be displayed in this area when the tracking item is highlighted in the grid.
Users may manually add a tracking notation to the file by clicking this button. The "Add a Applicant Tracking Item" view will be brought up. Tracking items cannot be deleted or edited once they have been saved.
Tracking Code
Enter or select a tracking code for the entry or leave this field blank and just enter a Modified Description for the entry.
Description
If a tracking code is used, its description will be displayed. The description may not be changed here.
Modified Description
Enter a description for the entry. A modified description can be entered for a selected tracking code or just a description can be entered without a tracking code.
Click Save or Cancel to close the view
Click this button to bring up the "Date Range for Tracking Item Printing" view. Enter a Start and Ending Date for the printing range and click OK to bring up a print dialog box. Select a printer and click print to send the report to the printer.
Actions for the applicant may be recorded in the grid. When an applicant is housed, an action may be automatically entered here.
Press the Add Action Item button to open the Add a Applicant Action Item view.
The following information will be displayed for the applicant:
Applicant For
Tracking Number
Last Name and First Name
Select an Action Code
Enter a Modified Description
Select an Effective Date or accept the current date
The Effective Time will default to the time the action screen was opened
Select one or more Waiting Lists to apply the action code to
Press Save to save the information and close the view
Press Close to close without saving the action item
The Action Item will be shown in the grid if the information was saved.
Note:
Action Codes can update the CStatus and Status and remove a Voucher Number in the Waiting List grid when setup to do so.
Select a Waiting List to filter by or leave at the default of "All Lists".
Select an Action Code to filter the displayed information by or leave at the default of "All Action Codes".
Action Items can also be entered directly into the grid.
Click on the button to display a list of action codes. Select the desired action code to begin entry. Action Codes are setup and maintained in the Action Code Master.
Letters or forms can be set to automatically enter an action code when the letter/form is printed in Applicant Merge Form Setup.
The description for the selected action code will be displayed in this field.
Click on the button to view all the waiting lists available for the applicant and select the individual waiting list to apply the action to or select the "Applies to all Lists" option.
The date should reflect the date the action occurred. The date will default to the current date but may be changed to reflect the actual date.
The time will default to the current time but may be changed to reflect the actual time the action occurred.
Click in the box to type any additional information needed in reference to the action.
Enter a reference date in a mmddyy or mmddyyyy format.
A number can be entered in the days column.
Record information and correspondence with the applicant in this area.
Clicking here will activate the note screen by dropping the cursor into the subject column while at the same time inserting today’s date in the Note Date column. This adds a new note to the applicant’s file.
Enter a check mark in the Special Notes Only box to have the grid display only notes that have the "Spec" box checked.
Enables user to print a specific note selected. Clicking here will open the Print Screen and enable user to print the desired note.
Enables user to print notes from a specified date range. Clicking here will open the Date Range for Note Printing Screen. Enter the Start Date and End Date or choose the desired dates from the drop down by clicking the box. Then, click OK.
When the New Note button is clicked the current date is displayed in the column. The date may be changed.
Also any previous dates for notes that are entered will be in this column. Users may scroll down through the dates and when one is selected the note's subject and body will be displayed for viewing.
If no notes have been entered the grid will be blank.
Displays or allows entry of a subject for the note dates on the left. Subjects already entered are displayed on the same line as their note date.
Enter a check mark in the "Spec" box to indicate that the note is a special one. Only notes that have a check mark in the "Spec" box will be displayed when the "Special Notes Only" box is checked.
Will display the name of the user who was logged in when the note was created.
Will display the name of the user who was logged in when the note was created or updated.
This is the text box into which the user may type detailed information for the note. It is constrained by note date and subject.
Use the icons on the bar to attach documents.
A Category is required for scanned documents (if Categories have been setup). Documents can be tagged with a Category, title, comments and a date.
Enter a Start and End Date to filter documents.
The attachment window will display a list of attached documents and the date they were added.
A document may be added or scanned into the list using the Add or Scan buttons in the Attachment bar
Scanned documents may have pages added or removed using the Edit Scan button.
A document may be deleted by highlighting the document and clicking the red Delete X.
Documents may be opened by highlighting the document and clicking the document in the grid
Documents can be filtered by Category or Date Range
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Programs found on this menu are:
Household Composition - Contains the details associated with each member of the household of the applicant. This information may also be viewed and accessed from the Applicant Master Screen on the right hand side.
Household Composition is comprised of nine tabs: Main, Demographics, Needs/Service, Education, Medical Professional, Criminal Info, Marriages, Absentee Information, Notes/Tracking.
Rent Calculation - Pulls information from Household Composition, Income, Asset and Deduction Information to arrive at a rent payment.
If the Preliminary box is checked on the Applicant Master screen then the Household Composition, Income, Asset and Deduction Information will need to be entered manually in the Rent Calculation program.
Print Standard Application - Open this program to preview or print the application.
Applicant Rent Worksheet - Opens the applicant rent worksheet window where you may choose to print one of three different rent worksheets. Selecting one of the scenarios will print a hard copy of a public housing, section 8 or section 8 voucher worksheet. The worksheet shows household composition, income, calculation of rent and the rent information for the scenario selected.
Create 50058 - Clicking here will generate the HUD 50058 form and if downloaded from HUD will perform error checks using the 50058tool.
Print 50058 - Clicking here will open the 50058 window and will display all the created forms for the household. The window displays the Social Security Number, name of head of household, effective date, action type, created date, initials of the user, and a check box if the form has been sent or not. Click on the 50058 to print or preview and then print. The selected form may also be deleted by clicking the Delete 50058 button at the bottom of the screen.
Print Applicant Card - Sends a half page report directly to the users default printer with information on the applicant household.
Custom Forms and Letters - Opens the Horizon Applicant Letter Merge where forms/letters may be selected to print.
Quick Letter Design - Opens the Horizon Quick Letter Designer to assist the user in creating a letter to the applicant.
New Application Wizard - Enter basic information on an applicant to do a quick eligibility check on the first page of the wizard. Users may continue entering applicant information in the wizard instead of in the Applicant Master. Information entered in the wizard will transfer into the Applicant Master when the applicant is created in the final steps of the process.
Applicant Survey - Runs a survey program. Questions are setup in the Question Master by the user.
Print Applicant Survey - Prints out the results of the Applicant Survey.
Unlock Applicant File - available when the applicant file is "Read Only"
Lock Applicant File - available when the applicant file is in "Edit Mode"
Renumber/Update Applicant File - Runs a program that will fix some errors, such as Household Composition members that are numbered incorrectly in the program.
Go to Activities>>Applicant Master>>Quick Links>> Tasks
This program is used to assign and track tasks related to the applicant household.
As tasks are completed, the task may be checked and a completed date may be entered.
At the top of this view are functions such as save and delete. For more information on standard functions click here.
The header record identifies the Applicant and lists the Tracking Number.
Applicant Tasks may be entered manually or an entry may be generated automatically when a letter or form is printed for the applicant that has the "Add to Tasks to Complete" field checked in its merge template.
The following columns are shown in the grid:
X - This column contains a check box. Clicking in the text box will insert a check mark and enters the current date in the completed column. Removing the check mark will remove the completed date.
Completed - This field is automatically filled in with a current date when a check mark is entered in the X column.
Description - Users can enter a description of the task assigned to the household member or a description can be entered automatically when a letter/form is printed for the applicant.
Effective Date - Enter or select the effective date for the task.
Comment - Enter a comment regarding the task.
Member Information - Select a valid household member from the list.
Clicking the archive tasks button will remove tasks that have been checked and dated as completed from the grid.
Clicking the Create Default Tasks button will bring up the following information box:
Click Yes to add all tasks that have been setup in the Task Code Master with the Waiting List Default Task box checked.
Click No to close the box without adding tasks
Click this button to open a preview/print info box where you may select one of the following report options:
Preview - view the report on screen
Print Setup - brings up a print dialog box
Print - brings up a print setup dialog box
Cancel - closes the print information box
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Go to Maintain>>Applicants (Active)>>Quick Link>>Applicant Special Addresses
This program is used to enter additional addresses for an Applicant.
Addresses entered with a Type of 2nd Party will automatically have a copy of any letter/form printed out when the Merge Template for the letter/form has a Letter Type of Standard Family Letter/Form.
All addresses will be available for selection when an envelope setup as a Merge Template with a Letter Type of Addresses Only is used.
At the top of the view are functions such as Save and Clear.
The header will display the Head of Household and tracking number.
Enter the following information in the grid:
Name
Type (select one of the following:)
2nd Party
Other
Address 1
Address 2
City
State
Zip Code
*************
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Go to Maintain>>Applicants (Active)>>Quick Link>>Print Standard Application
This program will preview or print a standard application.
The information printed on the Application is pulled directly from the Applicant Master. The format for the Application for Admission is assigned in Settings>>Waiting List>>General tab under Waiting List Settings>>Standard App Format.
Click the Preview button to view the application on screen.
Click the Print button to bring up a print dialog box. Select a printer and click OK.
Click the Cancel button to close the program.
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Go to Maintain>>Applicants (Active)>>Quick Link>>Print Waiting List Summary
This program will print out a summary of information entered for the selected applicant and includes the following information:
Tenant Name
Tracking Number
Household Members
Assets
Income
Adjusted Income
Waiting List
Position
Status
Progress
Date
Time
Class
Comments
Preference Information
Enter a checkmark in the box to have the full social security number displayed on the applicant summary. If the box is not checked, the social security number will be masked.
A partial sample of a summary report is shown below:
Go to Maintain>>Applicants (Active)>>Quick Link>>Rent Worksheet
This menu option will open the Applicant Rent Worksheet window with a choice of three scenario selections. Click in a circle to place the selecting "dot" in one of the following:
Housing Choice Voucher
Conventional Public Housing
Section 8
Selecting one of the scenarios will print a hard copy of the selected scenarios from the public housing, section 8 or section 8 voucher tabs from the rent calculation. The worksheet shows household composition, income, calculation of rent and the rent information for each scenario selected for printing.
Enter a checkmark in the box to have the full social security number displayed on the rent worksheet. If the box is not checked, the social security number will be masked.
A sample or part of the worksheet is shown below:
Go to Maintain>>Applicants (Active)>>Quick Link>>Create 50058 Record
This program will create a 50058 for the Applicant based on the information entered into the Applicant Master (Active).
While creating the 50058, information is checked with HUD's 50058 Tool if it is installed. If an error is detected using the 50058 Tool a 50058 Error report will be generated. The error report will display information about the error and will list the field number or numbers. The 50058 can still be previewed even though it has errors (go to Quick Link and select the Print 50058 option) to view the information on the 50058.
Correct the errors and run Create 50058 Record again.
If no errors are detected when the 50058 is created the system will display a "No Validation errors - Nice Work" message. The 50058 may then be previewed or printed.
When the 50058 is uploaded to PIC further validations are made against their database and further errors may be detected.
Go to Maintain>>Applicants (Active)>>Quick Link>>Print 50058
Select Print 50058 from the Quick Link menu to open the 50058 Forms window. For all the 50058s created for the applicant the window displays the Social Security Number, name of head of household, effective date, action type, created date, initials of the user who created the 50058, and a check box indicating if the form has been sent or not.
Click on a 50058 to print or preview and then print the form. The selected form may also be deleted by clicking the Delete 50058 button at the bottom of the screen.
Go to Maintain>>Applicants (Active)>>Quick Link>>Print Applicant Card
Select this option to send a half page of information directly to the user's default printer.
Example of the Applicant Card:
Go to Maintain>>Applicants (Active)>>Quick Link>>Custom Forms and Letters
Clicking here will open the Letter Merge window from which the user may select applicable forms and letters to print. Letters/forms are setup in Tools>>Merge Setup>>Merge Template. Information from the Applicant Master will merge into the selected letter/form based on variables/fields inserted in the template.
If needed, change the Letter Date to a desired date to insert into a letter/form (note: the letter date field must be in the letter/form selected for printing in order to be effective) This is optional.
Change the sort order to display the letters/forms in a different order (optional)
Click in the check box next to the desired letter(s)/form(s) and select preview or print.
For letters/forms that have been linked to an Action Code, a selection box comes up during the printing process. Checkmark the waiting list(s) that apply.
Place a checkmark in the "Create Action Items for Selected Lists (None Selected will Create an Action Item for ALL Lists)" box to have the system create Action tracking entries for the Applicant.
Go to Maintain>>Applicants (Active)>>Quick Link>>Quick Letter Design
Opens the custom form and design window to enable the user to create a letter.
Change the sort order to display the letters/forms in a different order (optional)
Select the quick letter to print
Change the letter date if necessary (note: the letter date field must be in the quick letter field selected for printing in order to be effective) This is optional.
Click the Preview/Design button to open the letter/form
Click the formatted text icon on the upper left side of the program
In the letter/form left click and drag to place the text field in the letter
A quick letter can only be one page in length
Double click the formatted text box/rectangle to open it and type in the information for the letter. Click OK to close the text box.
You may open a variable folder and drag and drop information into the letter (note: Do not drop a variable directly into a text field as it will delete the text) The variable information may be dragged onto a blank area of the letter and then pulled over the text box.
If you need to merge variable information in the text it may be placed from within the text box by clicking the edit function icon while in the formatted text box (note: variable that have the A symbol insert easily the # variables will need some additional setup.
Open a variable folder and double click the information and click the OK button to insert into the text.
When the letter is finished press the print icon and answer "yes" to all layers will be printed. The letter will be sent to the user's default printer.
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Go to Maintain>>Applicants (Active)>>Quick Link>>Applicant Survey
This program is also available as part of the New Application Wizard.
This program is used to ask the applicant questions that are setup by the Housing Authority in the Question Master.
Insert answers to the questions asked and click "Next" to continue to the next page of questions.
Click the "Finish" button at the end of the survey
Go to Maintain>>Applicants (Active)>>Quick Link>>Print Applicant Survey
This program will preview or print the results of the Applicant Survey.
Select one of the following:
Preview
or click the "X" to close the program
Go to Maintain>>Applicants (Active)>>Quick Link>>Renumber/Update Applicant File
This program may be run at any time a problem has occurred in an Applicant's file. The program should be run if Household Composition members are numbered incorrectly or if Income, Asset or Deduction lines are out of sequence or begin with zero.
When the program is selected from the Quick Link menu the following info box will be shown as the program is running:
When the program is done, the info box will go away.